# Ux-writing



# Writing Guidelines

Clear, consistent, and user-friendly UX writing improves usability, accessibility, and user trust. These guidelines help you create purposeful content that supports users in every interaction.

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## 1. Voice and Tone

Our voice reflects who we are: **direct, empathetic, and supportive**. We adapt our tone based on context and user emotion.

- Always write with **clarity, respect, and encouragement**.
- Use **natural, conversational** language without being overly casual.
- Speak **to** users, not **about** them.
- Avoid robotic or bureaucratic expressions.

**Example (poor)**: "The user must complete the process immediately."  
**Example (better)**: "Please finish the process to continue."

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## 2. Clear and User-Focused Language

Write from the **user's perspective**. Think about their goals, not your system’s logic.

- Avoid jargon, internal terms, or developer-speak.
- Be concise—eliminate unnecessary words.
- Use **verbs and action-oriented phrases** that help users understand what to do.
- Have a colleague read the text and ask whether they understood it as intended

**Example (poor)**: "Enter the process implementation data into the system."  
**Example (better)**: "Add recruitment details to the system."

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## 3. Scannable and Structured Content

Help users **scan and act** with ease.

- Use **clear headings and subheadings** to guide users.
- Use **lists** to highlight key actions or steps.
- Break long text into **short paragraphs** or bullets.

**Example (poor)**: A dense paragraph with no emphasis.  
**Example (better)**:  
**Open Positions**  
View and manage current job openings.

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## 4. Accessibility and Inclusivity

Make content usable for **everyone**.

- Use plain language that meets accessibility guidelines.
- Ensure sufficient **color contrast** and avoid using color as the only signal.
- Avoid idioms, cultural references, or gendered phrases.
- Use **person-first language** (e.g., “people with disabilities”).

**Example (poor)**: "He should check the dashboard."  
**Example (better)**: "They should check the dashboard."

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## 5. Support Decision-Making

Guide users with **clear, outcome-based choices**.

- State what will happen when they take an action.
- Avoid vague CTAs like “Click here”.
- Align wording with user intent and task.

**Example (poor)**: "Click here."  
**Example (better)**: "Submit your application now."

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## 6. Ensure Comprehension

- Use familiar terms users already know.
- Provide **examples or explanations** for abstract terms.
- Keep error-prone or critical flows extra clear.
- Provide an expanded form of an abbreviation the first time that specific abbreviation is written in the text

**Example (poor)**: "Contact the relevant person."  
**Example (better)**: "Contact the recruitment manager."

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## 7. Logical Text Structure

Help users follow a **logical flow**.

- Present steps in the order they happen.
- Connect related information clearly.
- Use **numbered or bulleted lists** for instructions.

**Example (better)**:  
1. Fill out the form  
2. Attach your CV  
3. Submit your application

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## 8. Friendly and Respectful Tone

Be encouraging—users are often under pressure or unsure.

- Use polite and positive framing.
- Avoid passive-aggressive or imperative phrasing.
- Don’t blame users for mistakes.

**Example (poor)**: "You failed to complete the form."  
**Example (better)**: "Please complete all fields before submitting."

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## Writing for Error Messages

Help users recover gracefully and confidently.

### Clear and Concise

Say what happened in plain language.

- **Poor**: "An error occurred."  
- **Better**: "We couldn’t find the page you’re looking for."

### Avoid Codes or Technical Jargon

- **Poor**: "Error 404."  
- **Better**: "Page not found."

### Offer Next Steps

- **Poor**: "Invalid input."  
- **Better**: "Check your email address and try again."

### Use Empathy and Encouragement

- **Poor**: "You entered incorrect data."  
- **Better**: "Having trouble logging in? Reset your password."

### Place Messages in Context

Place the message next to the field or component that needs fixing.

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## Reusable Words with Context

The following words are acceptable when **context is clear**. Avoid using them alone in ambiguous situations.

Use modifiers like:

- “Save application”
- “Edit applicant details”
- “Download report”

### List of generic terms:

- Save  
- Download  
- Open  
- Close  
- Edit  
- Copy  
- Delete  
- Add  
- Create  
- Log in  
- Log out  
- Update  
- Print  
- Settings  
- Search  
- Filter